RoboHELP supports standard Windows folders — like the ones you work with in the Windows Explorer. Custom folders you create in your project are visible in the Windows Explorer. You can create subfolders in your folders to further organize your files.
The program tracks topics by their complete path name, which describes both the name and location of the file. The path begins with a drive letter, followed by a colon and a backslash. Next comes the name of the project folder, followed by any subfolders that hold the file, separated by backslashes. Finally, the file name is listed, as shown in the following example: C:\Project Folder\Subfolder\File Name.htm.
RoboHELP automatically updates paths as long as you rename the folders in the Project Manager. All references (links to the topic, TOC books and pages to the topic, etc.) are updated to point to the new location.
Because the program has to internally monitor the changes you make to folders, do not use the Windows Explorer to move, rename, copy, or remove folders for any of your projects.
In the event that you make a change to a folder in the Windows Explorer, you will have trouble working with your files when you open the project in RoboHELP. Depending on the kind of change you make, the program might indicate that files are missing or that links are broken.
When you first open a project that was created in versions prior to 7.0, RoboHELP prompts you to convert custom folders to standard folders or to move all the topics to your top-level folder (project folder). For more information, see Before opening existing projects.
Note: When you're running your Help system, the references are relative to the root of the folder where the files are located. This makes it possible to use your system on shared drives and servers.
The program automatically updates paths as long as you rename files in the Project Manager. All references (links to the topic, TOC books and pages to the topic, etc.) are updated to reflect the new name.
When you delete a file from your project, it is also removed from your authoring system and placed in the Windows Recycle Bin. Once you empty the Recycle Bin, the file is permanently destroyed.
RoboHELP can remove all references to a topic at the same time that it removes the topic. If you do not select to remove the references, your project will include broken links from other topics, TOC books and pages, etc.
The General tab at the Options dialog (accessed from the Tools menu) includes a feature called "Save without prompt." This feature is on by default so any changes you make to a topic are automatically saved when you close the topic and open another one in the WYSIWYG or TrueCode Editor. If you do not want the program to automatically save your edits, you can clear this feature.
Make a backup copy of any file you are unsure about deleting before you remove it from disk. This way, if you change your mind, you can always recover the file by importing the backup copy into your project. This is especially handy if you empty the Recycle Bin (permanently destroying all files contained in it) and then realize that you need the file.
Print a hard copy of the file on your default printer and keep it handy in case you need to review its content.
Make a backup copy of the .CHM file so you can extract HTML files if you lose the source files.
View and print any pertinent reports before you delete files. These reports are especially useful if you need to track down the history of a project to find out what happened to any files you think are missing.
There are a variety of ways you can do this. Here are a few suggestions:
If you work on a network, save a copy of your project files on a network drive so they are copied on the nightly backup tape. For further information, consult your network administrator.
If you work with a group of developers or in an IS department, find out if they use a source control or document management system to back up their information. Microsoft's Visual SourceSafe and Intersolv's PVCS are two popular source control packages. When you work with this kind of technology, you create a folder for your project and copy your project files into it. At the start of the workday, you check your files out so you can work on them. When you finish, you check your files back in so they are saved. When they are checked in, they are in read-only format on your authoring system until you check them back out. (RoboHELP will not allow you to open a read-only project.) Talk to your development team or IS manager about using a control package to safeguard your work.
If you work on a standalone system, back up your files to an external ZIP drive. You'll need to equip your computer with the necessary hardware and software, but it's relatively inexpensive and well worth the investment.
At the very least, compress your files into ZIP files and copy them to diskettes. There are several popular compression packages available, some of which you can try out at no cost.
This topic explains how folders and files work and the best way of working with them.